Managing Projects Across Multiple Solutions

I’m a firm believer in having one place to go for all of your to-dos so you can prioritize. If you are managing projects across multiple solutions though, that isn’t always possible.

We all have a calendar we are following. Plus, as examples, you could be using:

• Basecamp 2 for your clients
• Smartsheet for some bigger projects (and because you wanted to try it out)
• JIRA for your in-house development
• Basecamp 3 to manage your internal work
• A FileMaker database as your CRM with sales tasks
• Asana for pro-bono work, that you are part of, but not leading
• Apple Reminders for your personal tasks

How on earth can you keep on top of things and juggle the priorities? Your web browser settings and your calendar are the keys to help with managing projects across multiple solutions.

As a first step, set up your browser so that the default pages reflect your personal to-do list for each of the various solutions. It might open 6-8 pages, but that’s OK. It keeps everything front of mind. Of course, things like FileMaker and Apple Reminders can’t be set up in your web browser, but they can be set up as Login Items through your Users & Groups on your Settings on your Mac.

How Multitasking Impacts Productivity in Handling Multiple Projects

When you’re managing multiple projects, multitasking feels like a quick fix—but it often causes more harm than good. Here’s why it doesn’t work:

Mistakes Happen

Jumping between tools makes it easy to miss details. Each project needs your full attention, and multitasking leaves room for errors.

Time Slips Away

Switching from one task to another isn’t as quick as it seems. Your brain takes time to refocus, and that adds up throughout the day.

Quality Suffers

Multitasking splits your attention, which means each project gets less focus than it needs. This often leads to rushed work and results that don’t meet expectations.

Stress Builds Up

Constantly trying to do it all at once can leave you feeling overwhelmed. The mental load of keeping up with everything makes it harder to stay calm and productive.

Progress Slows Down

Multitasking creates a cycle of starting things but rarely finishing them. When you give one project your full focus, you’re more likely to complete it and move on to the next.

Overcoming the Challenges of Managing Projects Across Multiple Tools

Managing projects across tools can feel chaotic, but there are ways to make it manageable. The key is to create a system that keeps everything organized and prevents things from slipping through the cracks.

1. Centralize Your To-Dos

While it’s not always possible to work from one platform, you can keep your tasks in one place by creating a personal master list. Use your browser’s default pages to open all your tools and keep them visible, so nothing gets forgotten.

2. Use Your Calendar as a Guide

Your calendar can act as the glue that holds it all together. Allocate time for each tool or project, ensuring you know exactly what to focus on during those blocks.

3. Leverage Notifications Wisely

Set reminders or notifications within each tool to keep tasks and deadlines top of mind. This ensures that even if you aren’t in the tool at the moment, you’ll still stay updated.

4. Schedule Regular Check-Ins

Block time weekly to review all your projects and tools. This helps you catch anything that might have fallen through the cracks and allows you to adjust priorities as needed.

Even with multiple tools, having a clear plan and sticking to it can simplify your work. By combining structure and intentional time management, you can stay productive without feeling overwhelmed by all the moving parts.

Calendar: The Key to Managing Projects Across Multiple Solutions

The second step to managing projects across multiple solutions is the more challenging one: setting up your calendar. You want to allocate time in your week to each of the different projects. By doing so, you know exactly which solution to be looking at during that time block on your calendar. And, you have to allocate enough time to accomplish the priorities for each separate project or client. By using this method, you can also schedule your projects better, since you have a better sense of your availability. (That is a topic for another blog post, though.)

For example, if I am allocating time on Wednesdays at 2pm to do my pro-bono work, then that’s when I look at Asana. If I am allocating time every morning at 7am to my personal tasks, then that’s when I’m looking at Reminders. But, I keep all of those open all day every day, so that if something comes up, I can quickly add it to the appropriate to-do list. Then, I can schedule the task, so that it is not an interruption to my plan.

If you’re curious about how to make the most of your calendar for better productivity, check out my blog, Calendaring for Productivity, for more tips and ideas.

An additional tip is to make sure that something is assigned to you, with a date, in every solution you’re working in, even if it just a reminder to check in on a project. I recently made the mistake of skipping that step on one of my projects and that’s how things fall through the cracks.

We all prefer managing everything in one place, but these days the accessibility to so many SaaS solutions makes managing projects across multiple solutions a requirement in most cases.

If you need assistance in getting beyond the chaos of these challenges, please leave a comment below and I’ll be in touch.

Frequently Asked Questions:

What features should you look for in project management software to stay organized?

Look for tools that offer task assignment, deadlines, and progress tracking to keep your projects on track. Features like team collaboration, notifications, and integrations with other platforms can also make managing multiple tasks easier and more efficient.

How can prioritizing high-value work improve project management?

Focusing on high-value work ensures you’re spending time and resources on tasks that have the greatest impact. This approach prevents wasted effort on less important activities and helps your team meet goals more effectively.

How does synchronization software help in task management?

Synchronization software ensures all your tools and tasks are updated in real-time, reducing the risk of missed deadlines or duplicate work. It creates a unified view of your responsibilities, so you always know what’s happening across different platforms.